1. Quality Health Care You Can Trust
Recovering After an Emergency
Chandra Smiley
Executive Director
Escambia Community Clinics, Inc.

2. Escambia Community Clinics, Inc
Escambia Community Clinics, Inc. (ECC) is located in the Northwest Florida Panhandle

3. Our Mission
Provision of comprehensive primary and preventive health care services to medically needy, under insured and uninsured residents of Escambia County and surrounding area.

4. Our Core Values Each patient is treated with: Respect Dignity
Compassion
Loyalty
To empower the patient to become a better health care consumer

5. ECC History – Present
Opened in November 1992 as a result of the closure of the county owned University Hospital
Designated an FQHC by HRSA on September 1, 2007.
Progressive and orderly growth of patients and encounters each year since 2007.
To date have provided over 78,000 outpatient encounters.
Have positive collaborative relationships with area hospitals and county government.
Grown to nine sites in a two county area.
Have over 140 dedicated staff members.
Have endured six major floods since 1998 with the April 2014 flood being catastrophic.

6. Plans are nothing; planning is everything. ~ Dwight D. Eisenhower
Failing to plan is planning to fail. ~ Alan Lakein

7. Continuity of Operations Plan – COOP
Getting Your Plan….
Continuity of Operations Plan – COOP
Major Plan objectives
Ability to implement without warning
Ability to be operational within 12 hours
Ability to maintain operations for 30 days

8. Team and Process Identify your Leadership Team * Who will Respond
* Identify Tasks and Who will be Responsible
Identify your Personnel
* Development of a structure which includes staff that will not be
a part of the emergency response
Identify your Communication Process
* How will information be disseminated
* Ensure that message is consistent
* Phone trees and accuracy of information
Identify your Location
* Where will your operations be?
* What readiness preparation can be done ahead of time?
* Identify and maintain a Line of Credit
Identify your process for securement of data
* How will data be secured?
* How will systems be transferred to an alternate location?

9. April 29, 2014 – Flooding Devastates Northwest Florida and 3 ECC Sites (Main, Waterfront, Dental) Presidential Disaster Declaration FEMA-4177-DR
Mr. Turner

10. April 29, 2014 Over the course of 24 hours 26 inches of rain fell
in the Pensacola area.
Entire neighborhoods were destroyed…
For ECC Three Sites Devastated
Main Service Delivery Site – Representing over 35,000 visits/year
Homeless Clinic – Opened in February 2014 daily census 18/day
Dental Clinic – Opened in November 2013 represented 450 visits/month

11. The Team and Process In Action
Leadership Team Tasks and Responsibilities
CEO – Communication with Board of Directors and HRSA Project Officer
COO – Oversight of inventory for insurance
CFO – Communication with insurance/securing policies
CMO – Oversight of re-establishment of clinical operations
CIO – Oversight of IT set-up and securement of data
Facilities Manager – Oversight of debris removal
Personnel
Re-location of staff to other satellite locations
Identification of essential and non-essential
Developed Alternate time keeping procedures
Communications
Development of Message
Staff contacted via phone tree
Patients contacted
Developed method for assisting patients that were unable to be contacted
Press Releases – Contact made to collaborative partners

12. The Team and Process – Cont.
Identification of Alternate Location
14 West Jordan – currently had leased space
Identified suites and items needed
Identify your process for securement of data
IT set-up – data secured
Staff assessed information at site and appropriately destroyed (through shredding company when necessary)

13. Post Flood Activities:
Relocated all operations to 14 West Jordan Street.
Initiated FEMA and SBA Request for Support.
ECC Board determined that we will not return to 2200 N. Palafox site.
Engaged Consultants to assist with long-term mitigation process.
Submitted Emergency CIS effective May 5, 2014 for address change of main site to 14 West Jordan Street and Dental Vans.
Submitted formal CIS for permanent address change to 14 W. Jordan St. on August 5th and Dental Vans
Captured 80% of projected visits
Mr. Turner

14. FEMA - Process
Event
Presidential declaration – will list counties eligible
Submission of request (RPA) state has their own systems
PW submitted and approved
Grant period identified - typically 18 months to completion
Note – if not a “critical non-profit” will have to apply to SBA prior to FEMA

15. FEMA Categories of Work
Category A – Debris Removal
Category B – Emergency Protective Measures
Category C – Roads and Bridges
Category D – Water Control Facilities
Category E – Buildings and Equipment
Category F – Utilities
Category G – Parks and Recreation

16. Other FEMA Funds Improved Projects Alternate Projects
Mitigation Projects
Sandy Recovery Improvement Act of 2013 – Alternate procedures for permanent work

17. www.nachc.org – “Emergencies Happen”
– Emergency Management Tab
– Prepare, Plan and Mitigate Tab
– Search Emergency Preparedness

18. References
“Continuity of Operations (COOP): Training for FQHC’s and other Community-Based Health Care Providers”.
Developed by:
Florida Association of Community Health Centers
Institute for Disaster and Emergency Preparedness
College of Osteopathic Medicine/Nova Southeastern University
“Emergencies Happen: An In-Depth Guide to Emergency Management for Health Center”
National Association of Community Health Centers
“Get a Plan!”
The Florida Division of Emergency Management

19. Chandra Smiley, Executive Director
THE END
THANK YOU!
Chandra Smiley, Executive Director